Tips for Using Takeda Alliance Partner Top-level Sites

A Guide for Takeda Alliance Partner Top-level Site Users,Administrators and Content Managers

Table of Contents

1.Introduction

2.Alliance Partner Top-level Site Default Lists

2.1.Announcements

2.2.Contacts

2.3.Calendar

2.4.Links

2.5.Takeda Links

2.6.Alliance User Administration

2.7.Custom Lists

3.Announcements

3.1.Add an Announcement

3.2.Edit an Announcement

3.3.Delete an Announcement

4.Calendar

4.1.Add a Calendar Event

4.2.Edit a Calendar Event

4.3.Delete a Calendar Event

4.4.Link the Alliance Partner Top-level Site Events Calendar to Outlook 2003

4.5.Export a single Event to Outlook 2000/2003

5.Links

5.1.Add a link

5.2.Edit a link

5.3.Delete a link

6.List Settings

6.1.Changing List Settings

7.Alerts

7.1.Managing Alerts

  1. Introduction

This document is intended to provide site administrators and content managers with training to enable and use some of the more advanced features in Alliance Partner Top-level Sites. This document is wholly focused on Alliance Partner Top-level Sites as opposed to Alliance Partner Sites (sub-sites under the top-level site for project or team collaboration within the Alliance Partner relationship) or the rootsite ( which contains help and legal information for all site users.

AnAlliance Partner Top-level Site is a collaborative web site that provides a central place to publish announcements, contacts, calendar events, links to project or team sub-sites and potentially otherinformation relevant to all members of the Alliance Partner relationship. AnAlliance Partner Top-level Site has a home page that can have its content customized by administrators and content managers. Content on the Alliance Partner Top-level Site is maintained by the Takeda Business Owner. With the exception of the Alliance User Administration list, all content on this site is read-only for Takeda Business Users and all Alliance Partner Business Users.

There are no exposed links toAlliance Partner Top-level Sites and a Takeda representative for the partner relationship should be contacted if you forget or misplace the link to a partner site to which you have been granted access. Many of these top-level sites have additional sub-sites for particular teams or projects.

  1. Alliance Partner Top-level SiteDefault Lists

2.1.Announcements

Use the Announcements list when you want a place to share news, status, and other short bits of information. Each Alliance Partner Top-level site has an announcements list created by default.

2.2.Contacts

Use the Contacts list when you want to manage information about people that your team works with such as customers or partners. You can share information between your contacts list and Microsoft Outlook. Contacts are separate from Alliance Partner Top-level Site Members.

2.3.Calendar

Use the Calendar list when you want a calendar-based view of upcoming meetings, deadlines, and other important events. You can share information between your events list and Microsoft Office. Each Alliance Partner Top-levelsite has an Events list created by default.

2.4.Links

Use the links list when you have links to Web pages or other resources that you want to share. Each Alliance Partner Top-levelsite has a links list created by default.

2.5.Takeda Links

The Takeda Links list contains a pre-populated list of links to TPNA, TGRD, TPC, the site Privacy Policy and Terms of Use. Each Alliance Partner Top-level site has a Takeda Links list created by default. It is recommended that this list not be altered.

2.6.Alliance User Administration

The Alliance User Administration list contains a list of the system users within the Partner relationship. This list is secured and is only accessible by the Takeda Business Owner and the Partner Business Owner. The Partner Business Owner will have access to submit requests for new users to an Alliance User Administration list, but all users must be approved by the Takeda Business Owner. Each Alliance Partner Top-level site has anAlliance User Administration list created by default.

2.7.Custom Lists

In addition to the types of Lists above, you can also create lists based on other built-in styles or your own type of custom list. Thecustom list type allows you to build your own list from scratch. An example of a custom list that you might build would be a list of projects your team is handling and their status. However, in most cases it will be easier to create one of the built-in list types and add columns to it as needed. For example, you could add a new column to the Events list to track the URL for each event.

  1. Announcements

Use an announcements list to post news, status, and other short bits of information you want to share with team members.

By default, creating an Alliancesite creates an announcements list called Announcements, a view of which appears on the home page of your site. You can create and access additional views of this list from the Documents and Lists page. Announcements other than the three most recent disappear from the home page but are still available on the All Items view of the Announcements list.

You can set an expiration date for an announcement. When the expiration date is reached, the announcement disappears from the home page automatically. However, it is still available on the Announcements page.

3.1.Add an Announcement

  1. On the top link bar, click Documents and Lists.
  2. In the Lists section, click Announcements.
  3. At the top of the list, click New Item (Figure 1).

Figure 1New Announcement.

  1. In the Title box, type a heading for the announcement. This field is required (Figure 2).

Figure 2 New Announcement form.

  1. In the Body box, type the text of the announcement.
  2. If you want the announcement to disappear from the home page on a particular date, click the calendar, and then select a date.
  3. Click Save and Close.
  4. Edit an Announcement

1.On the top link bar, click Documents and Lists.

2.In the Lists section, click Announcements.

3.Point to the announcement you want to edit, click the down arrow on the menu that appears, and then click Edit Item(Figure 3).

Figure 3Edit an Announcement.

4.Change the fields as desired, then click Save and Close.

3.3.Delete an Announcement

  1. On the top link bar, click Documents and Lists.
  2. In the Lists section, click Announcements.
  3. Point to the announcement you want to delete, click the down arrow on the menu that appears, and then click Delete Item

Figure 4 Delete an Announcement.

  1. Click OK to confirm.
  1. Calendar

Use a Calendar list to post information about dates that are important for your team. Events can be viewed as a list of events or in a calendar view. You can copy or link events from an events list to Microsoft Office Outlook. Integration with Microsoft Outlook varies based on your version (2000 vs. 2003).

By default, creating anAlliance Partner Top-level Site creates an event list called Calendar, a view of which appears on the home page of your site. Past events will disappear from the home page but are still available on the All Items view of the Events list.

4.1.Add a Calendar Event

1.From the Alliance Partner Top-level Site home page under Calendar, click New Item. Alternatively, you can go to “Documents and Lists” in the top navigation, select the Events List, and then click the “New Item” button (Figure 5).

Figure 5Add a Calendar Event.

2.In the Title box, type a heading for the event. This field is required.In the Begin box, click the calendar and select a date, and then select a time in the hour and minutes boxes. This field is required (Figure 6).

3.If the event lasts longer than a day, select a date for the End box.

4.Type text in the Description and Location boxes as desired.

5.If the event is a recurring event, specify how often it occurs in the Recurrence section. This is similar to the way you would schedule a recurring meeting in Microsoft Outlook.

6.Click Save and Close.

Figure 6Add Event Form.

4.2.Edit a Calendar Event

1.From the Alliance Partner Top-level Site home page under Calendar, point to the event you want to edit, click the down arrow on the menu that appears, and then click Edit Item(Figure 7).

2.Change the information, and then click Save and Close.

Figure 7Edit an Event.

4.3.Delete a Calendar Event

1.From the Alliance Partner Top-level Site home page under Calendar, point to the event you want to edit, click the down arrow on the menu that appears, and then click Delete Item(Figure 8).

2.Click OK to confirm that you want to delete the event.

Figure 8Delete an Event.

4.4.Link the Alliance Partner Top-level Site Events Calendar to Outlook 2003

Note: This option is not available in Outlook 2000. See the next section for instructions to export a single Event from SharePoint into your Outlook 2000 Calendar.

1.On the top navigation bar within the Alliance Partner Top-level Site, click Documents and Lists.

2.In the Lists section, click Calendar.

3.At the top of the list, click Link to Outlook(Figure9).

Figure 9Link to Outlook.

4.Outlook 2003 will launch (or become active if already running), and an Outlook message box shown in will display (Figure10). Click Yes.

Figure 10Office Outlook Message Box.

5.Your events for this Alliance Partner Top-level Site will now be linked to Outlook and will be listed under the Calendar tab of Outlook.

4.5.Exporta single Event to Outlook 2000/2003

Exporting a single event will add it to your Outlook calendar.

1.On the top navigation bar within the Alliance Partner Top-level Site, click Documents and Lists.

2.In the Lists section, click Calendar.

3.Click Eventyou wish to export.

4.On the event details page (Figure 11), click Export Event.

Figure 11Export single event to Outlook.

5.If a File Download (Figure 12) message box displays, click Open.

Figure 12File download message box.

6.Outlook will launch, and display an appointment window (Figure 13). Click Save and Close, and the event will be added to your calendar.

Note: Any subsequent changes to the event in SharePoint will not sync-up with the event in your calendar if you use the Export Event option.

Figure 13Appointment window.

  1. Links

You can use links lists to post hyperlinks to Web pages of interest to your team. By default, creating a site creates a links list that appears on the home page of your site. To see all of the links in this default list, click the list title on the home page.

5.1.Add a link

1.On the top navigation bar, click Documents and Lists.

2.In the Lists section, click Links.

3.At the top of the list, click New Item(Figure 14).

Figure 14Add new link.

4.In the URL section, type a Web address, for example, . This field is required (Figure 15).

Note:If you want the link to display text other than the URL, type the text in the Type the description box.

5.Type text in the Notes box as desired.

6.Click Save and Close.

Figure 15Add new link form.

5.2.Edit a link

1.On the top navigation bar, click Documents and Lists.

2.In the Lists section, click Links.

3.Point to the link you want to edit, click the down arrow on the menu that appears, and then click Edit Item(Figure 16).

Figure 16Edit Link.

4.Change the information as desired, and then click Save and Close.

5.3.Delete a link

1.On the top navigation bar, click Documents and Lists.

2.In the Lists section, click Links.

3.Point to the link you want to delete, click the down arrow on the menu that appears, and then click Delete Item (Figure 17).

Figure 17Delete a link.

4.Click OK to confirm.

  1. List Settings

6.1.Changing List Settings

1.On either the page that displays the list or library, click Modify settings and columns(Figure 18) in the Left navigation area.

Figure 18Modify List settings.

2.Under General Settings, click Change general settings (Figure 19).

Figure 19Change general settings.

3.In the List Settings page, you can change the Name, Description, and other settings, such as whether a link to this list appears in the Left navigation area on the home page.

  1. Alerts

7.1.Managing Alerts

Alerts allow users to receive e-mail notification when content is added, deleted or changed. All lists and document libraries on the site allow users of the site to subscribe to Alerts.

1.On the page that displays the list or library, click Alert Me (Figure 18) in the Left navigation area.

Figure 20Alert me.

2.On the New Alert page, select the Change Type and Alert Frequency for the Alert, then click OK.

Figure 21New Alert.

Tips for Using Alliance Partner Top-level Sites
A Guide for Alliance Partner Top-level SiteUsers, Administrators, and Content Managers / Page 1